Assistant Director of Facilities, Grounds, and Maintenance

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Assistant Director of Facilities, Grounds, and Maintenance

The School:

Gilmour Academy is a Catholic, independent, coeducational college-preparatory school that was founded in 1946 by the Brothers of Holy Cross from Notre Dame, Indiana. The campus occupies 144 acres in Gates Mills, Ohio, an eastern suburb of Cleveland.

Job Summary:

The Assistant Director of Buildings and Grounds will assist in overseeing and managing the maintenance, operations, and safety of all facilities and grounds on the property. This role supports the Director of Buildings and Grounds in ensuring that the organization's physical assets, including buildings, infrastructure, and surrounding areas, are maintained, functional, and safe for staff, visitors, and other stakeholders. The Assistant Director will coordinate teams, implement preventive maintenance programs, ensure compliance with safety regulations, and contribute to the development of long-term facilities management strategies.

Reports to: Director of Facilities, Grounds, and Maintenance

Overall Responsibilities

Facility Maintenance & Operations:

  • Assist in planning and coordinating maintenance activities for buildings, including HVAC, plumbing, electrical systems, lighting, and structural integrity.

  • Monitor routine and emergency repairs to ensure facilities remain in optimal condition.

  • Conduct detailed inspections of buildings and grounds, establishing maintenance and repair schedules.

  • Plan, oversee, and coordinate all maintenance and repair work, ensuring high standards of safety, cleanliness, and efficiency.

  • Regulate HVAC systems to maintain appropriate temperatures and ensure economical use of resources.

  • Maintain an inventory of maintenance equipment and supplies.

  • Order and maintain suitable supplies, tools, and equipment for all facilities and property.

  • Develop a system for handling emergency repair issues efficiently.

Grounds Maintenance:

  • Supervise and ensure the proper upkeep of all outdoor areas, including landscaping, parking lots, sidewalks, and waste management.

  • Ensure grounds are kept clean, safe, and aesthetically pleasing.

  • Maintain school grounds in top condition, ensuring safety, health, and comfort for students and employees.

Staff Management:

  • Assist in managing, supervising, and training maintenance workers, custodians, and groundskeeping personnel.

  • Provide training, evaluate performance, and ensure safety standards are met.

  • Coordinate team schedules and assignments to maximize efficiency.

  • Monitor time records and certify salary payments for maintenance and grounds staff (Building Administrator certifies custodial staff payments).

Budgeting & Procurement:

  • Assist the Director in developing and managing budgets for building and grounds operations.

  • Oversee the purchase of supplies and materials, ensuring cost-effective and efficient solutions for maintenance and repair.

Safety & Compliance:

  • Ensure all buildings and grounds comply with local, state, and federal safety regulations.

  • Participate in conducting safety inspections, risk assessments, and environmental health evaluations.

  • Ensure activities comply with health, safety, and environmental standards (e.g., asbestos, hazardous chemicals, playground safety).

  • Ensure all activities follow Gilmour Academy’s policies and guidelines.

  • Adhere to Gilmour Academy's health and safety policies, including precautions in the Bloodborne Pathogens Exposure Control Plan.

Project Management:

  • Assist in overseeing facility improvement projects, renovations, and upgrades.

  • Coordinate contractors, vendors, and internal teams to ensure projects are completed on time and within budget.

Emergency Response:

  • Act as a key point of contact during emergencies (e.g., building damage, power outages, weather-related incidents).

  • Respond quickly and efficiently to mitigate damage, ensure safety, and manage repairs.

Sustainability Initiatives:

  • Support the implementation of sustainability practices, including energy efficiency programs, recycling, and environmentally responsible grounds maintenance.

Additional Responsibilities:

  • Stay current with new information, innovative ideas, and techniques in facilities maintenance.

  • Attend and conduct in-service meetings and staff meetings as required.

  • Perform other duties as assigned by the Administrative Staff.

Physical Requirements:

  • Ability to lift and carry up to 50 pounds.

  • Ability to stand, walk, and bend for extended periods.

  • Ability to perform tasks in varying weather conditions (heat, rain, cold).

  • Ability to work in environments with varying levels of noise and temperature.

  • Capability to climb ladders, perform inspections, and access elevated areas.

  • Ability to perform physical tasks such as lifting, carrying, and moving materials or equipment as needed.

Qualifications

Education:

  • Required:

    • Associate's degree in Facilities Management, Construction Management, Engineering, Architecture, or a related field.

  • Preferred:

    • A bachelor’s degree in Facilities Management, Business Administration, or a related field would be a plus.

Experience:

  • Minimum of 5 years of experience in facilities or buildings and grounds management, including at least 2 years in a supervisory or leadership role.

  • Experience in project management, budgeting, and vendor coordination.

  • Knowledge of building systems, including HVAC, plumbing, electrical, and safety regulations.

  • Familiarity with sustainable practices in facility management.

Certifications:

  • Required

    • Facilities Management certification (e.g., Certified Facilities Manager (CFM), Facility Management Professional (FMP) is preferred.

    • OSHA 30-Hour Construction or General Industry Certification.

  • Preferred

    • LEED (Leadership in Energy and Environmental Design) Green Associate or Accredited Professional certification.

    • Building systems certifications (e.g., HVAC, plumbing, electrical).

    • First Aid/CPR certification.

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